Can my tenancy agreement count as the written statement?

Yes. A written tenancy agreement covering the prescribed terms satisfies the duty, provided you also give the tenant the government information sheet. If your agreement predates the Renters’ Rights Act and references fixed terms, break clauses or Section 21, use a current periodic version instead.

Do I need to reissue agreements for existing tenants?

A valid written agreement can provide the statement if it contains the prescribed terms. Do not apply a general 28-day rule to every existing tenancy: section 12 reserves that period for specified cases where a tenancy arises or later becomes assured.

Free Written Statement of Terms Template: UK Landlords 2026

Q: What is the written statement of terms?

It is a written record of the key terms of an assured tenancy that every landlord in England must give their tenant under the Renters’ Rights Act 2025. It can be the written tenancy agreement itself or a separate record of the terms, and it must be served with the government-produced information sheet. The required content is set by the Written Statement of Terms etc Regulations 2026 (SI 2026/324).

Q: When must I provide the written statement?

For an ordinary new private assured tenancy, before the tenancy is entered into. The Act keeps a 28-day period only for specified succession, agricultural, demoted-tenancy landlord-change and later-assured cases. Keep dated proof that the statement and required government information were given.

Q: What is the penalty for not providing it?

It is a civil breach enforced by local authorities. A financial penalty for contravening the written-statement duty may be up to £7,000 under the Renters’ Rights Act 2025.

About This Template

The written statement of terms is the newest piece of mandatory landlord paperwork in England. The Renters' Rights Act 2025 inserted a duty into the Housing Act 1988: for an ordinary new private assured tenancy, the statement must be given before the tenancy is entered into, together with the required government-produced information. The required content is set by the Written Statement of Terms etc Regulations 2026 (SI 2026/324).

Breaching the duty can lead to a civil penalty of up to £7,000. This free template covers the prescribed content in a fill-in-the-blanks Word document, with a tenant acknowledgement slip so you keep proof of delivery: your primary defence if a complaint is ever investigated. The wider reforms behind the duty are covered in the Renters' Rights Act guide.

When You Need This Document

Every ordinary new tenancy: give it before the tenancy is entered into, alongside the required government information
Specified later-tenancy cases: a 28-day period applies to the succession, agricultural, demoted-tenancy landlord-change and later-assured cases set out in section 12
Verbal or informal arrangements: the written-statement duty still applies even where the parties do not sign a separate full tenancy agreement

If you already use a current, signed periodic tenancy agreement, that can satisfy the duty when it contains the prescribed terms and is given with the required government information before entry. This standalone statement is for lettings where terms were agreed without a full written agreement, or where the existing agreement predates the Act.

What the Statement Must Cover

The template includes every element the Regulations require:

Names of landlord and tenant, and the landlord's contact address for service
Property address and the date the tenancy started
The rent: amount, frequency, and how it is paid
How rent increases work under the Section 13 / Form 4A process, including the tenant's Tribunal rights
Who pays utilities and council tax
Current safety and fitness duties, plus a status note explaining that the private rented sector Decent Homes Standard is not yet in force
The tenant's repair rights and protection from eviction, with references to the relevant legislation
The pet-request process (response by the 28th day subject to statutory extensions, no unreasonable refusal)
A prescribed-information checklist and a signed tenant acknowledgement slip

Don't Forget the Government Information Sheet

The statement alone does not discharge the duty. You must also give the tenant thegovernment-produced information sheet, a prescribed document you download from the GOV.UK assured tenancy forms page, not something you write yourself. Download a fresh copy for each tenancy in case the government updates it, and serve both documents together. A landlord who serves the terms but forgets the sheet has not complied, and the penalty applies to the whole package.

Serving It and Proving It

Hand delivery with a signed acknowledgement: the most secure method; the template includes the receipt slip
Email: acceptable where the tenant uses email for correspondence; attach both documents as PDFs and ask for a short "received, thanks" reply
Tracked post: effective, but keep the tracking record; plain first-class post leaves you with no proof of receipt

Keep your proof for the life of the tenancy plus six years. If the council investigates a tenant complaint, the burden is on you to show you served the documents on time. The full enforcement process, from penalty notices and representations to appeals at the First-tier Tribunal, is covered in thewritten statement of terms guide.

What's Included in the Download

Editable Word (.docx) format: complete on screen or print and hand-write
All prescribed content areas: parties, property, tenancy start, rent and Form 4A increases, deposit, bills, safety and repair rights, eviction protections, pets
Prescribed-information and attachments checklist, including the GOV.UK information sheet
Tenant acknowledgement slip for dated proof of delivery
Updated for the Renters' Rights Act 2025 and the Written Statement of Terms etc Regulations 2026

FAQs

What is the written statement of terms?
A written record of the key terms of an assured tenancy that landlords in England must give every tenant, served together with the government information sheet. The content is prescribed by SI 2026/324.

When must I provide it?
Before an ordinary new private assured tenancy is entered into. The 28-day period applies only to the specified succession, agricultural, demoted-tenancy landlord-change and later-assured cases in section 12.

What is the penalty for not providing it?
A financial penalty of up to £7,000, enforced by the local authority.

Can my tenancy agreement count as the statement?
Yes. A current written agreement covering the prescribed terms satisfies the duty, as long as the government information sheet is served with it.

Do I need to reissue existing agreements?
A valid written agreement can provide the statement if it contains the prescribed terms. The 28-day rule is reserved for the specified cases where a tenancy arises or later becomes assured.

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